Trainer Availability for Client- Side Appointment Bookings

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This article will take you through

1. What is Trainer Availability? 

2. What are the benefits of the first Trainer Availability release? 

4. How do I create and publish Trainer Availability? 

5. What additional settings do I need to consider? 

What is Trainer Availability? 

The Appointment Availability feature allows you to set trainer hours on the Dashboard Calendar. The set availability, enables clients to self-book 1:1 appointments in the Member App and the Web Portal. 

Note: this feature is only available on the new version of appointments. 

What are the benefits of Trainer Availability? 

  • Free up admin time, let clients book their own appointments 
  • Increase bookings with both staff and client side booking options 
  • Set ad-hoc trainer availability to increase the likelihood of filling free slots 
  • Set date specific or recurring availability availability, catering to trainers that have changing schedules or the same hours week on week

Please note;

  • Once the trainer availability is set on the Dashboard, it ensures the available appointments are visible to clients on the Member App and Web Portal. The availability can also be viewed on the Dashboard calendar. 

 

How do I create and publish Trainer Availability? 

Any staff member can set up availability from the Dashboard Calendar. 

Note: Trainers can only set and view their own availability, Receptionists and Admins can set and view all Trainer availability. 

Steps to create Trainer Availability: 

  1. Navigate to the Dashboard Calendar 
  2. Hit 'Appointment Availability'
  3.  Select any Trainer 
  4. Select either Recurring Weekly Availability or Date Specific Availability (It is not currently possible to select both)
  5.  Select 'Add a day' 
  6.  Add the available trainer hours by setting the date or day, start time and end time. If you would like to add two time blocks, simply select the '+' icon. 
  7. Once all days and times are set, hit 'Save'. Ensure you save the hours before navigating to another Trainer. 
  8. To view availability on the calendar, use the 'Trainer' filters to view appointment bookings and trainer availability 

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Please Note

  • It is not yet possible to block out specific dates when setting up a recurring schedule i.e. trainer holidays, studio closures. The ability to block specific dates will be available in a future release

When the hours are set on the Dashboard, clients can self-book variable appointments in the Member App and the Web Portal. 

  • Note: If a conflict is detected (i.e. another class or appointment booking), the availability will not display to clients 
  • The availability dynamically updates in the Member App and on the Web Portal based Trainer bookings, so you can rest assured that your schedule will be continually optimised

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What additional settings do I need to consider? 

1. Please ensure the appointments are created under MANAGE > Appointments on the Dashboard. Check that your Trainers are associated with the correct appointments. 

2. Ensure your appointments are associated with the correct Memberships/Credit packs in the Services section of the Dashboard 

3. Finally, under 'Appointment Availability', add any trainer times that you want to make available in the Member App and the Web Portal. Note: once the Trainer is connected to an Appointment on the Appointment definition page and the Trainer's Availability is set, it will then present the available appointment times in the Member App and the Web Portal. 

If you would like more information on the new version of Appointments, see here

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